The term â€śdocument managementâ€ť gets tossed around a lot but isnâ€™t always clearly defined or understood. This certainly is the case if your takeaway amounts to: Someone wants me to buy or lease a new copier.
Your document management needs may include a new copier, but more likely they encompass a bigger, more productive and more rewarding business relationship with your office solutions vendor.
Consider this definition of document management, courtesy of BusinessDictionary.com:
â€śCoordination and control of the flow (storage, retrieval, processing, printing, routing, and distribution) of electronic and paper documents in a secure and efficient manner, to ensure that they are accessible to authorized personnel as and when required.â€ť
True document management professionals recognize the value of how the various departments, divisions or units within an organization, no matter their sizes, produce and use documents on a daily basis to achieve their goals.
A document flow analysis, for instance, can reduce unnecessary steps, improve staff productivity, and lower the cost of printing and copying.
Think about your goals and ask yourself two key questions:
1. Do we have a document management strategy in place?
2. Has my current vendor discussed a total document management solution?
If thereâ€™s no strategy â€“ or if the sum of the strategy is buying or leasing a new copier â€“ it might be time to meet with a true document management professional who can help you define all of your organizationâ€™s needs.
Article written by Barrett Johnson – Document Management Consultant